Lightweight Project Portfolio Management (PPM): From the Ground-Up Peter Mosinskis, IT Project Supervisor Michael Berman, CIO CSU Channel Islands EduSoCal.

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Presentation transcript:

Lightweight Project Portfolio Management (PPM): From the Ground-Up Peter Mosinskis, IT Project Supervisor Michael Berman, CIO CSU Channel Islands EduSoCal April 27, 2011 Slides:

Why at CI? Capacity Communication Quality of Service

Project Portfolio Management (PPM) Photo: Emilio Garcia (lapolab) / Flickr

Avoiding overkill Photo: Luka Kladaric (allixsenos) / Flickr

Photo: Alvin Chua (Siomuzzz)/ Flickr

Some Assembly Required Photo: woodleywonderworks / Flickr

A PPM Team

A standard project process IntakePlanning Execution & Monitoring Closure & Hand-Off

High-level information Preliminary approval Archive & publish

Flexible request process

Standard intake forms

Flexible classification system DescriptionA&IT staff timeProject Size / Complexity Class 110 to 30 hoursSmall / Simple Class 231 to 100 hoursMedium / Medium Class hoursLarge / Complex

Flexible review and approval process

Official project repository Contains charter & other info Calendar too!

PPM Metrics # of projects started # of projects completed # of projects completed on time # of Class 1/2/3 projects Total work hours per project

Time tracking tool & process

Project Hours to Date

Monthly Reports Total Class 1 (S) Class 2 (M) Class 3 (L/XL) Uncategor ized/ Legacy # of projects open/ in progress # of projects completed this month20200 # of projects completed on time this month20200

Monthly Reports

What it Took To Get There Graphic: Pigsaw / Flickr

Define Goals Better strategic decisions Predictable outcomes Correct problems Stay limber Photo: Premshree Pillai / Flickr

Build and Buy Tools 1.Business Practices 2.Teams (Project Review, campus governance, etc) 3.Project Charter form 4.Intake process tools (Wufoo, Dropbox)

PPM Toolbox and Tools (part 2) Repository (Sharepoint) Calendar (Sharepoint & Outlook) Time tracking tools (Freshbooks) Monthly reports (MS Project, SharePoint)

Year 1 Cost Estimate = $5000 $4980 for annual services (Freshbooks/Dropbox/Wufoo) Hidden costs & offsets Photo: Scott Waldron (dslrninja) / Flickr

Year 1 Time Estimate = 600 hrs 250 hrs for PPM program setup 350 hrs for PM and PPM leadership & operations Hidden costs Photo: nicholasjon / Flickr

Lessons Learned Culture change Demonstrate value Getting stats on large projects

Agenda Part 2 Short Q&A PPM Benchmark Poll Biggest Challenges PPM-O-Matic More Q&A

Questions?

PPM Benchmark Poll Go to:

View the Poll Results Part 1: Part 2:

PPM-O-Matic Go to:

Questions?

Thank You